Project Database
Active Projects · Sorted by nearest deadline
List
Monthly
Bi-weekly
Weekly
Gantt
Colour by
Revisions
Workload
Pipeline
Performance
Clients
Team
Profiles
Org Chart
Disciplines
Cost Rates
Resource Rates
Contacts
Library
Skills
Availability
Onboarding
Executive
Overview
By Project
By Discipline
By Member
Summary
Health
Receivables
Submissions
Monthly
Pipeline
About & Version
VA Project Tracker · Built for Valcarce Architects
Version
v2.242.1
Build date: 2026-05-20
Platform Features
A summary of what the VA Project Tracker can do.
Project Database
- Central register of every project — categories, clients, disciplines, locations and contract details
- Rich project cards showing disciplines, the next milestone and overdue alerts
- Fast search, filtering and grouping by category, client, discipline or status
Milestones & Schedules
- Milestone tracking per discipline and design stage
- Editable schedule grids with reusable milestone presets
- Auto-generate milestones from a project’s stages
- Clear status flow — pending, in review, approved, completed — with overdue detection
Dashboard
- A welcome view with the numbers that matter — active projects, overdue and due this week
- Deadline triage across Overdue, Due this week, Under review and Pending, grouped by project and discipline
- Live finance snapshot: fee position, invoiced vs collected and portfolio mix
- Gallery of active and provisional projects, a personal task list and a studio activity feed
Finance & Fees
- Per-project fee breakdown — contract value, advances, billed and collected
- Valcarce scope vs sub-consultant split, with scope rates per GFA
- A unified Projects workspace with Active, Provisional, Completed and Unsuccessful views
- Portfolio grouped By Office, plus a Bidding pipeline for pre-award work
- Collection-status, fee-source and invoiced-vs-paid charts
- Open any project inline to edit its fees and export a printable deliverables register
Invoicing
- Per-project invoicing across milestones and advances
- Invoice Matrix that highlights ready-to-invoice and overdue amounts at a glance
- Store invoice PDFs and track paid dates
- A firm-wide Invoice List of every issued invoice
- Multi-currency, presented in AED with VAT handling
Clients (CRM)
- Client directory with status, sector, rating and per-client stats
- Contacts directory with photos — export any contact to vCard
- Relationship tracking with follow-up reminders that flow into your tasks and dashboard
- Prospect pipeline from first meeting to won, with a “needs attention” watchlist
- Pipeline reporting by stage and win/loss analysis
Achievements
- Awards, Events, Publications and Media registers with per-section categories, results and stats
- Photo cards in two art styles (Billboard / Tinted band) with adjustable cover framing and status colours
- Two-way linked entries across the four sections; project-linked cards jump straight to that project’s gallery
- Cards, Gallery, Calendar and List views — list rows copy as “(Year) Project | Title, Organizer, UAE”
- Type-aware event roles, multi-category award ceremonies, prizes received and a shared organizers database
- Photo galleries upload to the server file store with auto-named files (YYYY-Title-###); an achievements calendar tracks upcoming submissions
Message Templates
- Ready-to-send templates for email, LinkedIn, WhatsApp and cover letters — proposals, follow-ups, reminders, introductions and more
- Fill-in fields with tone variants; copy the finished text in one click
Timeline & Calendar
- Gantt-style timeline across all projects
- List, weekly, bi-weekly and monthly calendar views
- Colour by status, discipline or project
- Print and calendar (ICS) export
Reports & Management
- Management dashboard with the firm’s key figures (access-controlled)
- Monthly and print-ready reports
Resources
- Team directory, roles and organisation chart
- Disciplines, cost rates and contacts
- Per-office rate cards and a variation-fee calculator
Access & Security
- Role-based access — Admin, Managing Director, Editor, Board and Viewer
- Finance, Management, Reports and Resources gated per role, with an optional management lock
- Encrypted local storage and secure logins
Data & Sync
- Automatic saving with cloud sync across devices
- Scheduled backups and a restorable trash
- Import from JSON; export to Excel, CSV and calendar
Customization
- Light and dark mode, colour schemes and your firm logo
- Configurable categories, disciplines, offices, milestone presets and finance groups
- Drag-to-reorder dashboard and settings cards
- Reusable fee-breakdown standards applied to any project
Firm
Appearance
General
Clients (CRM)
Categories
Standards Scenarios
Disciplines
Finance
Timeline
Access
Operations
Cloud
Achievements
Sitemap
Releases
Project Categories
Each Project Category holds one or more Project Types. In a project’s Edit form you pick the Type and its Category fills in automatically.
Sort
Project Standards Scenarios
Define standard scenarios per discipline. Each scenario sets default Value %, Payment-milestone % and Weeks for the stages up to its end stage. Cells beyond the end stage are greyed out.
Project Fee Breakdown
Define standard discipline lines — discipline, end stage and the Scope / Outsourced split. Apply them to a project from Finance → Overview → the project’s Fee Breakdown.
Project Deliverables Templates
Standard deliverable rows seeded into a project's Deliverables List (under its Fee Breakdown) for each discipline. Edits here apply to newly-added projects and to any discipline you "reset to template" in a project.
Calendar export
Send milestone deadlines to Outlook or Google Calendar as an .ics file. Invoicing & fee CSV exports live in Finance → Invoicing.
Data Health
Scans all projects for inconsistencies between fees, disciplines and invoicing — unallocated payment schedules, items recorded against disciplines without fee lines, conflicting invoice flags and similar drift. Read-only: nothing is changed.
Activity Log
A record of sign-ins and key changes (projects, team accounts, access levels), including edits made by every user. Newest first.
Recently Deleted
Deleted projects are kept here so you can restore them. Items are removed automatically after 30 days.
Login Password
Controls the main app login screen. Default: 123456
Password Gate
Disable for testing — no password required on load
Current Password
New Password
Confirm New Password
Encryption
Your data is not encrypted yet. Set a login password that is not the default to turn on encryption automatically.
Data & Backup
This card is the single place all backups are controlled from. Data restore points are filed on the server under Backup/YYYYMM/; live-site build backups under Backup/Builds/. Auto-backup keeps a rolling local set as well; export a JSON copy regularly for off-device safety.
Saved Backups — data restore points
Loading backups…
Live Site Builds — Backup/Builds/
Whole-app builds saved automatically before each publish. Restoring one changes the live website file for everyone — it does not touch your data.
Click "Load builds" to list the build backups on your server.
Overview
Projects
By Office
Invoice Matrix
Financial
Invoice List
Active
Provisional
Completed
Unsuccessful
Pre-award pipeline — Bidding, Proposal and Competition projects.
Active projects only — fees, invoicing & fee-velocity for in-progress work.
Provisional projects — Proposal, Bidding and On Hold work in the pre-award pipeline.
Completed projects — Completed, Construction and Terminated work.
Unsuccessful projects — Unsuccessful, Regret and Strategic Bid pursuits.
Portfolio grouped by originating office — each office totals its contract fees.
Portfolio fees, invoicing & fee-velocity across all projects.